Microsoft Exchange Training. Microsoft Outlook 2007 Outlook Web App

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1 Microsoft Exchange Training Microsoft Outlook 2007 Outlook Web App

2 Table of Contents INTRODUCTION 1.1 What Does Microsoft Exchange Do? 1.2 Advantage/Disadvantage 1.3 Outlook 2007 vs. Outlook Web App 1.4 Light Version of Outlook Web App vs. Full Version SENDING/RECEIVING 2.1 Sending an Message in Local Outlook 2.2 Check Your Spelling or Grammar 2.3 Reply to or Forward a Message 2.4 Reply to the Sender and all Recipients of a Message 2.5 Attach a File or other Item to an Message 2.6 Turn on or off the Out of Office Assistant EXPORT AND ARCHIVAL 3.1 Export up Your Personal Folders 3.2 Archive Items Manually USING THE ADDRESS BOOK 4.1 Add a Contact from a Message that You Receive 4.2 Creating a Local Distribution List USING CALENDARS 5.1 Using the Outlook Scheduling Assistant 5.2 Sharing Your Calendar 5.3 To Stop Sharing Your Calendar 5.4 Create an Appointment 5.5 To see Another Person s Calendar FAQ 6.1 Create a Signature from Outlook 6.2 Create a Signature from Outlook Web App

3 What Does Microsoft Exchange Do? 1. Hosts 2. Provides central address books and personal address books 3. Multiple calendars management 4. Allows users to share , address books, and calendars with co workers INTRODUCTION 1.1

4 Advantages / Disadvantages Users can check from any computer connected to the Internet Easy way to setup Out of Office messages Easy way to use Global Group Address Books User lists are always updated When User is Removed All his/her data is removed from the server processed by Mobile devices are treated as read by Outlook boxes have storage limit INTRODUCTION 1.2

5 Outlook 2007 vs. Outlook Web App Requires Outlook 2007 or above. Needs to have your account setup. Stays on until you close the program. Local account can access Archive files. Backup , Contacts and Calendar Access everywhere as long as you have Internet Access No local profile setup. Can not Backup , Contact and Calendar If you don t check This is a private computer Security will log off automatically in 5 minutes. INTRODUCTION 1.3

6 Light Version of Outlook Web App vs. Full Version The light version provides fewer features and is faster for some operations. Popup windows to read messages in full version Subfolders don t show automatically on the light version Right click opens full Outlook menu in full web app. Not in light version. INTRODUCTION 1.4

7 Sending an Message in local Outlook Start a new message On the File menu, point to New, and then click Mail Message. In the Subject box, type the subject of the message. Add recipients Enter the recipients' names in the To, Cc, or Bcc box (To, Cc, and Bcc boxes: A message is sent to the recipients in the To box. Recipients in the Cc (carbon copy) and Bcc (blind carbon copy) boxes also get the message; however, the names of the recipients in the Bcc box aren't visible to other recipients.). Separate the names with a semicolon (;). To turn on the Bcc box for this and all future messages, on the Message Options tab, in the Fields group, click Show Bcc. To select recipients' names from a list in the Address Book, click the To, Cc, or Bcc button. Before sending you can check your text spelling and grammar (see next slide) Click on the Send button SENDING/RECEIVING 2.1

8 Check Your Spelling or Grammar By default, Outlook checks spelling and grammar automatically as you type. Wavy red underlines indicate possible spelling problems, and wavy green underlines indicate possible grammatical problems. If you want to check for all errors when you finish composing your message, do the following: On the Format tab, in the Proofing group, click Proofing, and then click Spelling & Grammar. NOTE If you type a word incorrectly but the result is not a misspelling (for example, "from" instead of "form" or "there" instead of "their"), the spelling checker will not flag the word. SENDING/RECEIVING 2.2

9 Reply to or Forward a Message When you want to reply only to the sender of an message, do one of the following: When the message is selected but not opened in its own window On the Standard toolbar, click Reply. (Applies to Web App full and local Outlook) When the message is open and you see the contents On the Message tab, in the Respond group, click Reply. (All outlooks) Compose your message. Tip To add an attachment, see Attach a file or other item to an message. Click Send. Note By default, when you reply to an message, the original message is included in the message body. SENDING/RECEIVING 2.3

10 Reply to the Sender and all Recipients of a Message When you want to reply only to the sender of an message, do one of the following: When the message is selected but not opened in its own window On the Standard toolbar, click Reply. (Doesn t apply to light version) When the message is open and you see the contents On the Message tab, in the Respond group, click Reply. Compose your message. Click Send. SENDING/RECEIVING 2.4

11 Continued. Reply to the sender and all recipients of a message You can reply to the sender of an message, or you can include anyone else listed in the To and Cc fields. Exercise discretion when you use Reply All, especially when there are a large number of recipients or distribution lists on your reply. Reply is a better choice when you only need to communicate with the message sender. Or, delete the names of people and distribution lists that don't need to read your reply. Do one of the following: When the message is selected but not opened in its own window On the Standard toolbar, click Reply All. (Doesn t apply to the light version.) When the message is open On the Message tab, in the Respond group, click Reply All. SENDING/RECEIVING

12 Attach a File or other Item to an Message On the File menu, click New, and then click Mail Message. Once in the compose Message screen find the paper clip icon. Click on it to Attach File. In the Open dialog box, browse and select the file that you want to attach, and then click Open. SENDING/RECEIVING 2.5

13 Turn on or off the Out of Office FOR LOCAL OUTLOOK: Assistant On the Tools menu, click Out of Office Assistant. If the Out of Office Assistant command does not appear call Tech Support for assistance Click Send Out of Office auto replies. Select the Only send during this time range check box to schedule when your out of office replies are active. If you do not specify a start and end time, auto replies will be sent until you click Do not send Out of Office auto replies. On the Inside My Organization tab, type the response that you want to send while you are out of the office. This will only be sent to crjustice.org addresses. To send auto replies to people outside of your organization go to the Outside My Organization tab, select the Auto reply to people outside my organization check box, and then type the response that you want to send while you are out of the office. SENDING/RECEIVING 2.6

14 Export up Your Personal Folders EXPORT CAN ONLY BE ACCOMPLISHED USING LOCAL OUTLOOK On the File menu, click Import and Export. Click Export to a file, and then click Next. Click Personal Folder File (.pst), and then click Next. Select Mailbox your name and check Include subfolders option then click Next. You need to specify the path and file name of the.pst file you want to export Click on Replace duplicates with items imported. Click Finish. EXPORT AND ARCHIVAL 3.1

15 Archive Items Manually ARCHIVE CAN ONLY BE ACCOMPLISHED USING LOCAL OUTLOOK AUTOARCHIVING Outlook can be programmed to automatically autoarchive all your Outlook data periodically. However, extreme care should be applied or your data can also be purged periodically. Please work with your tech support rep if you want to set this feature on. ARCHIVING MANUALLY On the File menu, click Archive. Select the Archive this folder and all subfolders option, and then specify a date under Archive items older than. Under Archive file, click Browse to specify a new file or location if you do not want to use the default file or location. EXPORT AND ARCHIVAL 3.2

16 Add a Contact from a Message that You Receive Open or preview the message that contains the name that you want to add to your contacts. Right click the name of the sender who you want to make into a contact, and then click Add to Contacts on the shortcut menu. (Doesn t apply to light version. You can t add a contact from in light version.) USING THE ADDRESS BOOK 4.1

17 Creating a Local Distribution List THIS SECTION DOESN T APPLY TO THE LIGHT VERSION On the File menu, point to New, and then click Distribution List. In the Name box, type the name of your distribution list. (For example, Managers") On the Distribution List tab, click Select Members. In the Address Book drop down list, click the address book that contains the addresses you want to include in your distribution list. In the Search box, type a name that you want to include. When the name you're searching for appears in the list below, click it, and then click Members. Do this for each person whom you want to add to the distribution list, and then click OK. USING THE ADDRESS BOOK 4.2

18 Using the Outlook Scheduling Assistant Note that to use this feature you don t need to have shared calendars turned on. Click on Calendar Click on the menu "Action" and select "Plan a Meeting Under "All Attendees" enter the correct addresses of the team members. Enter the date and times you plan to meet under Meeting Start and Meeting end. You will see the blocks the users are Busy, Tentative, Out of Office, or with No information. If a time block is not available to all, you can click on "AutoPick Next", you will see suggested times when all are available. You can then click on "Make meeting" and the meeting scheduling windows will open. At that time you can send "Invitations" to your team members for the proposed scheduled time. USING CALENDARS 5.1

19 Sharing Your Calendar In the navigation pane, find My Calendars, and then right click on the calendar you want to share then select and click Share Calendar. (You cannot share a calendar from the light version) A new window will open, in the To box select an account from the address book if within CRJ or type in a known address if from outside the agency. Allow recipients to view your calendar should be checked. At the same time or separately you could request to view calendars from the same people in your list. To do this simply check the Request permission to view recipient's Calendar check box. Click Send. USING CALENDARS 5.2

20 To Stop Sharing Your Calendar DOESN T APPLY TO LIGHT VERSION In the Outlook navigation pane, click Calendar. Under My Calendars, right click the calendar that you are sharing, and then click Change Sharing Permissions. In the Calendar Properties dialog box, on the Permissions tab, click the user name of the person with whom you want to stop sharing. Click Remove, and then click OK. USING CALENDARS 5.3

21 Create an Appointment THIS APPLIES TO OUTLOOK LOCAL AND FULL VERSION On the File menu, point to New, and then click Appointment. In the Subject box, type a description. In the Location box, type the location. Enter the start and end times. To make the appointment recurrent, on the Appointment tab, in the Options group, click Recurrence. Click the frequency (Daily, Weekly, Monthly, Yearly) with which the appointment recurs, and then select options for the frequency. Click OK. To setup a reminder of your appointment click on the bell icon and select when to be reminded. Click Save & Close. USING CALENDARS 5.4

22 To See another Person s Calendar After you have received permission to view another person s calendar, the calendar should appear in the Calendar navigation pane under People s Calendars. Select the calendar check box to open it. If the calendar is not listed, follow the remaining steps. In the Office Outlook 2007 navigation pane, click Calendar, and then click Open a Shared Calendar. In the Open a Shared Calendar dialog box, in the Name box, do one of the following: Type the person s name. Click Name to select it from the Address Book. Click OK. USING CALENDARS 5.5

23 Create a Signature from Outlook Have the text of the statement ready (you can select and copy the text above and then paste it into the Outlook signature area). Open Outlook Click on Tools Click on Options (if you don't see this option, click on the double down arrow to extend the menu) Click on Mail Format then click on Signature Click on New (you can also click on Edit if you already have a signature and want to make changes) Enter a name for the new signature: "Confidentiality Please make sure that in the area that says "Choose default signature", under New Messages you pull down the menu and select the signature you created, in this case New Messages "Confidentiality" then click OK. Click on OK again. Done. FAQ 6.1

24 Create a Signature from Outlook Web App Click on Options (upper right corner). Then click on See All Options You will see the options Message Options. Click on right hand side panel Settings. You will see Signature. You can copy CRJ standard signature txt or create your own signature in the txt field. Click Save on your right hand side corner. FAQ 6.2

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